Makayla Hughes
Homebush,Australia
Summary
Dynamic Senior Executive Assistant with diverse experience in commercial, healthcare, and property sectors, adept at navigating complex environments. Currently pursuing a Bachelor of Psychological Science and Counselling to deepen insights into human behaviour and enhance professional skills. Recognised for high emotional intelligence and creative problem-solving, I thrive in fast-paced settings and approach challenges with optimism. Adaptable and reliable, I am dedicated to continuous learning and committed to making a meaningful impact in my role.
Overview
7
7
years of professional experience
Work History
Executive Assistant to Executive Chairman & CEO
BCAL Diagnostics Limited
Sydney
05.2023 - 03.2024
- Executive Support: Managed complex calendars, scheduled high-level meetings, coordinated travel, and handled end-to-end expense reporting, enhancing the efficiency of the Executive Chairman and CEO
- Chief of Staff: Led strategic planning, project management, and interdepartmental initiatives, supporting high-level decision-making with over 50 prepared reports
- Mentorship & Communication: Mentored junior staff, managed over 100 pieces of correspondence monthly, and served as a liaison between departments to ensure seamless communication
- Confidentiality & Process Improvement: Maintained strict confidentiality, identified process improvements, and implemented best practices to streamline administrative functions
- Stakeholder Relations & Event Coordination: Fostered strong stakeholder relationships, served as the primary contact, and organized executive events and board meetings with meticulous attention to detail
Executive Assistant to COO & CFO
Smarter Communities
Sydney
05.2023 - 03.2024
- Executive Support: Managed the calendars of the COO and CFO, coordinating over 250 meetings and events annually, and overseeing detailed travel arrangements for 50+ trips
- Financial Management: Monitored expenditures, aligned spending with financial goals, and assisted in preparing budget reports, contributing to cost reduction
- Project Leadership: Led and coordinated 7 key strategic projects, fostering cross-functional collaboration and achieving project milestones
- Administrative Efficiency: Enhanced productivity by preparing daily business agendas and implementing innovative solutions to improve administrative functions
- Stakeholder Relations & Event Coordination: Served as the primary contact for stakeholders, maintained confidentiality, and successfully organized over 20 executive events and board meetings
Medical Practice Manager
St Vincent's Public Hospital
Sydney
10.2019 - 05.2023
- Clinic Operations: Oversaw daily operations, optimized patient flow, and scheduling, resulting in increased patient throughput and reduced wait times
- Compliance & Protocol Management: Implemented and monitored clinic protocols, ensuring compliance with healthcare regulations, and achieved a high compliance rate in annual audits
- Process Improvement: Conducted audits and implemented corrective actions to enhance patient care and clinic efficiency
- Financial Management: Managed patient billing and clinic expenditures, maintaining high billing accuracy and reducing overall expenses
- Patient Education & Support: Organized patient education programs, enhancing engagement and ensuring a patient-centric approach in all operations
- Equipment & Resource Management: Managed procurement and maintenance of medical equipment, ensuring readiness and proper functioning
- Executive Support: Provided comprehensive support to the Professor, including managing appointments and coordinating travel for conferences
- Collaboration & Communication: Collaborated with hospital departments to ensure seamless operations and acted as a liaison to foster strong professional relationships
Executive Assistant to the Director
Innovative Commercial Projects
Sydney
05.2019 - 10.2019
- Creative Project Support: Collaborated with the design team on innovative interior solutions, contributing to the successful execution of 15+ design projects
- Presentation & Proposal Development: Assisted in creating over 30 design presentations, mood boards, and proposals, ensuring alignment with the owner's vision
- Organisational & Administrative Assistance: Supported brainstorming sessions and meetings, fostering a productive creative environment
- Communication Management: Composed, edited, and managed communications on behalf of the owner with professionalism
- Meeting & Calendar Coordination: Organized 50+ meetings annually, managed scheduling, and prepared agendas and minutes for productive sessions
- Travel & Event Management: Arranged travel and coordinated special projects and events, handling all logistical details with precision
- Visitor & Vendor Coordination: Welcomed visitors, coordinated with vendors, managed budgets, and ensured successful event and project execution
Medical Executive Assistant
Specialist Services Medical Group
Sydney
01.2019 - 05.2019
- Clinical & Administrative Support: Assisted multiple medical professionals, managing schedules and coordinating over 100 appointments monthly to ensure efficient patient care
- Confidentiality & Compliance: Handled confidential patient information with discretion, maintaining compliance with healthcare regulations
- Communication Management: Drafted and edited over 150 medical correspondences, ensuring accuracy and adherence to clinical standards
- Document Preparation: Prepared and managed medical documents and reports, facilitating effective information flow within the healthcare team
- Policy Implementation: Supported healthcare policy implementation, contributing to improved policy adherence and promoting best practices
Assistant in Nursing
Anglican Retirement Village
Sydney
09.2018 - 01.2019
- Comprehensive Care: Assisted elderly residents with daily activities, including bathing, feeding, and transport, ensuring their comfort and well-being
- Clinical Observations: Conducted vital signs monitoring and accurately collected clinical data, reporting changes to nursing staff for timely interventions
- Resident Advocacy: Advocated for residents' needs and preferences, contributing to individualized care plans and enhancing their quality of life
- Compassionate Support: Provided empathetic care, building trusting relationships with residents
- Data & Activity Support: Assisted in clinical data collection and supported resident participation in recreational activities, promoting their physical and emotional well-being
Lead Barista
Chief N Co
Sydney
07.2017 - 09.2018
- Operations Management: Managed daily operations in a busy drive-through café, ensuring smooth workflow and efficient service
- Team Leadership: Led and motivated a team of 4 baristas, fostering a collaborative work environment and coordinating schedules and training, resulting in improved productivity and service speed
- Inventory Control: Implemented inventory systems to maintain stock levels and reduce waste, contributing to cost savings
- Customer Service: Provided exemplary customer service, processing an average of 130 orders daily and resolving inquiries to maintain high customer satisfaction
Qualified Swimming Coach
Swish Swimming Singapore
Singapore
02.2017 - 07.2017
- Lesson Design & Implementation: Designed and delivered structured swimming lessons for children aged 0 to 8, focusing on engagement, education, and water safety
- Tailored Instruction: Adapted techniques to meet individual swimmer needs, ensuring each child’s progress and skill development
- Feedback & Progress Monitoring: Provided constructive feedback and conducted regular assessments, adjusting lesson plans for continuous improvement
- Positive Environment: Built strong rapport with swimmers and parents, fostering a supportive atmosphere
- Collaboration & Innovation: Contributed to lesson plan development, coordinated with fellow coaches, and participated in training to enhance the swim program's quality
Education
Bachelor of Psychological Science and Counselling -
Australian College of Applied Professions
Sydney, NSW12.2027
RSA – Responsible Services of Alcohol -
OLGR Course: CHC145960, Hospitality Services NSW
Sydney, NSW01.2020
Provide First Aid -
Health Aide Services NSW
12.2018
CERTIFICATE III - Acute Care, Health And Medical
TAFE (Northern Sydney Institute)
11.2017
Teacher of Swimming And Water Safety - Sport And Fitness Management
Austswim
Singapore04.2017
Skills
- Interpersonal Excellence: Cultivates and sustains strong, positive relationships across all levels
- Adaptability & Flexibility: Embraces change and adjusts strategies in dynamic environments, ensuring continued progress
- Growth Mindset: Eager to learn and develop, seeking opportunities for personal and professional improvement
- Calm in Chaos: Maintains composure and clarity in high-pressure situations, effectively managing challenges and guiding others
- Innovative Thinking: Applies creativity and critical thinking to develop novel solutions and drive improvement
- Tenacity & Persistence: Unwavering commitment to achieving objectives, even in the face of adversity
- Empathy & Emotional Intelligence: Understands and respects diverse perspectives, fostering a supportive and inclusive environment
- Determination & Grit: Proven ability to overcome obstacles and stay focused on goals
Timeline
Executive Assistant to Executive Chairman & CEO
BCAL Diagnostics Limited
05.2023 - 03.2024
Executive Assistant to COO & CFO
Smarter Communities
05.2023 - 03.2024
Medical Practice Manager
St Vincent's Public Hospital
10.2019 - 05.2023
Executive Assistant to the Director
Innovative Commercial Projects
05.2019 - 10.2019
Medical Executive Assistant
Specialist Services Medical Group
01.2019 - 05.2019
Assistant in Nursing
Anglican Retirement Village
09.2018 - 01.2019
Lead Barista
Chief N Co
07.2017 - 09.2018
Qualified Swimming Coach
Swish Swimming Singapore
02.2017 - 07.2017
Bachelor of Psychological Science and Counselling -
Australian College of Applied Professions
RSA – Responsible Services of Alcohol -
OLGR Course: CHC145960, Hospitality Services NSW
Provide First Aid -
Health Aide Services NSW
CERTIFICATE III - Acute Care, Health And Medical
TAFE (Northern Sydney Institute)
Teacher of Swimming And Water Safety - Sport And Fitness Management
Austswim
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